Manage Slides

0:00You can see that I have just started PowerPoint and I'm going to create a brand

0:04new blank presentation so make sure you've got the same as I've got here so if

0:08you're already in PowerPoint you might need to do file new or whatever you

0:11would

0:11normally do to give yourself a brand new blank presentation and before we go

0:14any

0:15further I should just mention that I'd like you to check that you are using the

0:19locally installed PowerPoint desktop application like I am here the clue is

0:23this ribbon across the top here with all of the commands so we are not running

0:28PowerPoint in the browser we're not using PowerPoint online this is the

0:31local installed PowerPoint app but anyway having got that out of the way

0:35let's cover a few tips for creating slides in PowerPoint and I do realize

0:39that you are more than capable of following the instructions on the screen

0:43where it says click to add title but actually when you create a brand new

0:46presentation you don't have to click to add the title because if you just start

0:50typing it'll put whatever you type in that first area just there on the slide

0:54this area being called a placeholder so this is a placeholder for the title of

0:59the presentation and again I realize you are capable of following instructions

1:03where it says click to add subtitle but hang on a minute your hands are on the

1:07keyboard having just typed the title so the keyboard shortcut for you to get

1:12yourself down into this other text placeholder is Control Enter it'll just

1:16pop you into that next text placeholder ready for you to type the subtitle so

1:20let's imagine this is all about a luxury ski trip that we're organizing for a

1:24for our high achievers it's some sort of incentive program so that's our

1:28subtitle there we go so now let's imagine we want another slide which is going

1:32to

1:32perhaps set the agenda for the presentation and do you remember that

1:36keyboard shortcut we used to get from the title down to the subtitle it was

1:40Control Enter wasn't it well we can use that same keyboard shortcut so Control

1:44Enter to create a brand new slide with the title and content placeholders

1:50already

1:51in place and again you don't have to click to add the title if you just start

1:55typing what you want to go in that first text placeholder up there which is

1:59going to be the title of our agenda slide which is a gender then it just

2:02pops it straight there let's press Control Enter our keyboard shortcut to

2:06move down to the next placeholder and I'm just going to pop in a couple of

2:09things

2:09here for our presentation so we're going to talk about the targets for this

2:14particular high achieving program incentive details and maybe we'll talk

2:18about the past winners so just got a couple of things there on my agenda

2:22slide if I want to create another slide I use that same keyboard shortcut so

2:25Control Enter so this is going to be all about the targets I didn't click I

2:29just

2:29started typing the word targets and it popped itself into that title area there

2:33but if I'm just sort of mapping out a draft here I might not have any

2:37information

2:38yet specifically about the targets so I'm just going to press Control Enter

2:41again to add in a quick slide for the incentive details and you can see over

2:47on the left hand side that I'm building up my presentation quite nicely and I

2:51did all of that without needing to touch the mouse I did all of that using the

2:54keyboard but before we go too much further I would like you to save this

2:58file because we're going to be using this same file you're creating now

3:01throughout the rest of the skills so go ahead and just save it with a name and

3:04a location that you'll be able to find again later as you progress through the

3:07skills I've just quickly saved that but you probably would have noticed that

3:11when

3:11I did use that tip that I showed you to create another slide it created a slide

3:16of the particular layout of title and then content and you probably are

3:21familiar

3:21with if you look in this area just here this new slide button now if you click

3:26the top half of the new slide button it'll give you that typical layout there

3:30the same layout as the previous slide and I'm just going to delete that so it's

3:34selected over in the left hand side so I'm just going to press Delete on the

3:37keyboard but you probably already know that if you click the bottom half of

3:40that

3:41new slide button you will get a collection of different layouts to choose from

3:45they've all got different placeholders in different positions and we are going

3:50to learn more about these later on as we progress through this skill and I

3:53would especially like you to note and I will be testing you on this later that

3:57we have nine different slide layouts available to choose from and why is it a

4:03good idea to use these slide layouts because I do sometimes see people just

4:07using blank slides and then randomly putting text boxes on which can work for

4:11very heavily customized slides but the reason why it's useful to use these

4:15layouts is because of this so let's imagine you were fiddling around with

4:19this and you know you kind of end up moving this out of the way and you think

4:23oh you know it's all misaligned now well if you click this reset button up

4:27here at the top left near that new slide button it'll reset it according to the

4:31underlying layout it'll put it all back into the same position so it's a great

4:34way of resetting a slide if you meddled with it accidentally or you were just

4:38experimenting but also if you click the layout button here you can change the

4:43layout so this agenda slide is currently just title and content but if I had a

4:48very long agenda that I wanted to flow onto two bulleted lists well let's

4:52change the layout maybe to two content and that would give me another text

4:57layout there perfectly aligned with that first one ready for me to you know

5:00put some more agenda items or whatever it is so we'll talk more about editing

5:04layouts and working with them later on in this skill but for now while we are

5:07in

5:07the mindset of creating slides very often in your work in PowerPoint you will

5:13be

5:13reusing slides that already exist in other presentations and that's what we're

5:17gonna look at in the next video

0:00You can see that we've already got a slide here for the targets and the

0:04incentive details in our presentation that we're mapping out here,

0:07but not yet for past winners, that should be plural.

0:10And the reason why I didn't add a slide for past winners is because I know that

0:13somewhere in another presentation,

0:15I've already got a slide which showed the winners of last year's sales

0:18incentives.

0:19So this is a very common scenario where you want to reuse slides that you know

0:23exist somewhere else in another presentation.

0:26So what I've got for you in this skill, I do have a couple of files that I

0:29would like you to use.

0:31One of which is this one here, Enterprise Sales Update, because that's where I

0:35'm pretty sure I remember.

0:37We've got a slide there for previous winners of last year's sales incentive,

0:42and if I scroll to the end here, sure enough, there's a slide.

0:45And I am sure you are more than capable of using copy and paste to copy that

0:50slide from the other existing presentation

0:52into our new presentation that we're creating, which you can just see

0:55underneath here.

0:57So you could actually do that, whatever method you usually use, either the

1:00buttons or the keyboard shortcuts or a right click.

1:02So let's just quickly do that. So I'm going to copy that and paste it into here

1:05, so it's just paste that.

1:07And what you'll notice is I did have a couple of options with regarding how

1:11this formats itself when it's pasted in.

1:14I chose the option to retain the formatting from the original document, and you

1:19can tell that because of the font style here.

1:22But if I look at that and say, "Oh, that looks a bit ugly, look, I've got the

1:25button that will enable me to change my mind and say, "Oh, no, please make it

1:29match the rest of this presentation, you know, the destination," and that will

1:33change the font style.

1:35But I'm just going to delete that because there are other ways we can bring

1:38that slide in.

1:39So instead of copying and pasting, you could, oh, where was it? There it is.

1:43You could simply, I'm getting a pickle with my windows here, so let's just

1:47minimize that.

1:48There we go. We could simply drag that slide into our presentation.

1:53That will, by default, adopt the same fonts and colors and whatnot of the rest

1:57of the slides, but again, you could use the button to override that and to, for

2:01example, retain the source formatting if you want to.

2:03But again, I'm going to delete that because there's another way. There's

2:06another way we can reuse that slide.

2:08And that is this. If you click the bottom half of that new slide button that we

2:12've already experienced by seeing the different layouts there and choose this, "

2:17Reuse Slides," what that will do.

2:19It'll open up a panel on the right-hand side and enable you to go and browse

2:23for any file you like.

2:25So I'm actually going to go and pick up the, well, was it the same file that we

2:28saw a second ago? So there we go. The sales update file.

2:32So let's just open that. And this is quite tidy if you're working on a small

2:37screen and you're getting in a muddle with lots of different windows

2:40overlapping because look, I've got all of those slides that we saw a second ago

2:44in the actual separate presentation, which actually I can now close.

2:48But I've got that all available in this panel down the side and it means that I

2:51can pick. I could say, "Yes, I'll have that slide, I'll have that slide, I'll

2:54have that slide." It just pops them all in.

2:56So I've got three new slides I've just added in there. I'm actually just going

2:58to delete those. So to select all three slides, I'm clicked on one, shift and

3:02click on the last of the little selection and press delete.

3:06So what I really want to do is just bring in this last one and I do want to

3:09retain the source formatting. The reason for that is I want to give us a bit of

3:13tidying up to do with regards to the look and feel when we come on to talk more

3:17about slide layouts and the theme and whatnot.

3:19So I've finally settled on the method I'm using to bring that slide in. Now

3:24this reuse slide panel down the right hand side. Another reason why I like it

3:27is when you close it and then maybe later on when you're carrying on working on

3:31this particular presentation, if you go back to reuse slides, it'll remember

3:36that last presentation that you did have open so you can then grab another

3:39slide there or of course you can then go browse for a completely different one.

3:42So lots of different ways of bringing in a slide from another presentation. But

3:47I do have another file I would like you to take a look at. So that's this one

3:50here brochure draft.

3:52So let's imagine somebody had been using PowerPoint to start creating a broch

3:55ure or some promotional flyers about this, you know, this promotion we're

3:59running.

4:00And I think, well, actually, I love this. I want to bring these into my

4:03presentation, but my goodness, how is that going to work with regards to the

4:07slide sizes and layouts.

4:09So if I try and drag this in, it's done its best, but I'm thinking, oh, it's

4:14kind of all a bit smaller. So what I tend to recommend is if you do have slides

4:19that you want to reuse and the slides are of different shapes and sizes,

4:24generally, I would say resize the slide before you bring it in.

4:28So let's just have a quick chat about slide sizes and whatnot. So this

4:31particular presentation, yeah, I want to reuse these slides, but let's imagine

4:35I'm going to sort out the slide size first.

4:38So if you go to the design ribbon tab and over here you'll see the slide size

4:44button. Now you could just click widescreen just here to change it to the

4:48traditional widescreen size for presenting.

4:51But look, you've also got custom slide sizes where you can choose from a

4:54variety of drop down options here, plus any custom measurements that you like.

4:59For us, though, I think actually all we do need to do is change it to the

5:02default widescreen layout. So if I choose that, then there are a couple of

5:06useful options to consider here because it's going to ask us, well, in order to

5:11resize this page we're looking at, you know, what do you want me to do with the

5:15content?

5:15Do you want me to maximize it so it fills the slide or do you want me to make

5:18sure that it all fits? Now I don't know about you, but I don't find these

5:22options particularly intuitive.

5:24So I would suggest just choose one, see how it looks, and you can always undo

5:27it again and choose the other one instead.

5:30So let's choose, for example, ensure fit. And then I think, oh, well, that's

5:34still looking a bit small, so let me undo that.

5:36I mean, I don't like that. Go back into slide size and choose widescreen, and

5:39this time let's choose maximize. Ah, that's better. That's perfect.

5:43So that now looks more like the slide that I do want to reuse. Let me just drag

5:46that into my underlying presentation there.

5:49And just for fun, let's keep the source formatting because I think the blue bar

5:52down the bottom did look quite nice.

5:55That presentation that we were meddling with there, well, I can now close that

5:58down without saving any of those changes because I only change the layout there

6:02, you know, the orientation and whatnot in order to reuse it so I can just don't

6:06save because I've grabbed what I needed.

6:09But there's one more example I want to work through with you with regards to

6:12bringing in content from elsewhere in order to quickly populate your

6:15presentation.

6:17So let's see, imagine, and indeed, if you look at the other file I've given you

6:20, you've got a word document where somebody, either yourself or somebody else,

6:25has already started to put together some text which you want to summarize and

6:29reuse in your PowerPoint presentation.

6:32So what you'll see here is somebody has already started writing out the terms

6:36and conditions of this Austria Skiing Tripsails incentive.

6:40And of importance for us to note at this stage is that, look, they have used in

6:44Microsoft Word here the heading styles.

6:47Now, I do realize this isn't a Microsoft Word course. So, you know, don't worry

6:51if this isn't something that you really know about or care about, but it is

6:55important for what we need to do in PowerPoint because, look, these headings

6:59here have been formatted with the heading one style.

7:01And these little subheadings have been formatted with the heading two style.

7:06And if I just flick through, you will see, yeah, that's another heading one

7:09style.

7:10Click that, that's another heading two style. So is that.

7:13And when I bring this document into PowerPoint, PowerPoint is going to use

7:17these heading styles to decide where we create new slides and what we use for

7:21the bullets.

7:23So I think we should try it. Now, you need to make sure that this file is

7:25closed before you try it, otherwise it will get upset.

7:28So let me just close that down. And then back in our presentation, let's go to

7:32the end here.

7:33And at the bottom half of that new slide button, that gives us all of these

7:36layouts, which is already looking a bit different.

7:39We'll talk more about this in the next video. But the option I want for us now

7:44is this slides from outline.

7:47And that's where we go and pick up the file that I just showed you in Word that

7:51you've got available in this skill.

7:54There it is. If I insert that, then it'll take a moment or two to chew on that.

8:00But what it will do, let's just check.

8:02There we go. Look, it's kind of given me a general title there for the document

8:05. Okay, I may or may not need that.

8:08But look, what it has done, it has picked up all of the text that was formatted

8:12with the heading one style and created a new slide for each of those.

8:16And any text that was formatted with the heading two style becomes a bullet

8:20point on that slide.

8:22And it has not brought across any of the dense paragraphs of text, because of

8:26course PowerPoint isn't designed to display dense paragraphs of text.

8:30That's for Word. So it has perfectly picked up the headings and organized them

8:34onto some slides for me.

8:36So we've now got quite a bit of content for us to play with.

8:40Go ahead and save this file because I would like us to carry right on with this

8:43file in the next video,

8:45where we will be doing a little bit of tidying up with regards to how this

8:48looks and to make sure all of the slides are nice and neat and tidy,

8:52and the slide layouts are doing what we need them to do.

0:00You'll see that I'm picking right up on that file that we've been working on

0:03over the last couple of videos.

0:05And do you remember I asked you to make a mental note that when we clicked the

0:09bottom half of the new slide button,

0:11we saw nine slide layouts.

0:14Well, I'd like to show you what's happened now.

0:16We've got an awful lot more slide layouts available.

0:19And that's because when I was bringing in slides from those other presentations

0:24,

0:24I was choosing the option to retain the source formatting.

0:27So, for example, can you see these layouts down here or with the blue graphical

0:31element along the bottom?

0:33Well, that was when I brought this slide in and said, "Oh, yes, I quite like

0:35that blue line there.

0:37I'll retain the source formatting." Well, that actually brought through all of

0:40the slide layouts available within that particular look and feel that was

0:44applied to that original template.

0:45It's brought all of those slide layouts in.

0:48And that was because that slide was formatted with the retrospect theme.

0:52We shall apply a theme in a second.

0:54So, the original nine slides that we saw in the blank presentation were these

0:58nine here.

0:59And then we've also got a couple of maverick layouts that have come through.

1:03This one in particular, Team Option 1, it's called, "That came through when I

1:06brought this slide in and chose again to retain the original formatting."

1:11And you can see it looks different.

1:13It's got different font styles and different font colors.

1:15And clicking on that slide, if I click the layout button just here, you get to

1:18see which layout is applied to the slide I'm clicked on by the fact that this

1:22one here,

1:23can you see that's kind of selected.

1:25So, these slide layouts are all part of the theme.

1:29So, if you go to the Design Ribbon tab, and a theme is basically a template

1:34which includes all of those layouts and also the fonts, the color schemes and

1:39any graphical elements, et cetera.

1:41So, they set the look and feel for the entire presentation.

1:45So, this is now looking a little bit of a mess because we've got a mixture of

1:48different themes going on.

1:50And also, if I show you these slides at the end, which was the content we

1:52brought in from the Word document, well, they don't really match anything, do

1:55they?

1:56Strange font, strange colors, don't know where they came from.

1:59So, let's try and tidy it all up, make it consistent.

2:02So, I'm going to press Ctrl+A on my keyboard to select all of the slides in

2:05this outline down the side here.

2:08And on this Design Ribbon tab, if I click the drop down here, you'll see there

2:11are lots of different themes available.

2:13You can have a flick through.

2:15As you hover over them, they've all got names.

2:17So, the one that we shall pick, so that's droplet, for example, and that one is

2:20, well, you can see the names there, but let's choose this one, which is Fawcit.

2:25I'm going to choose that one.

2:26And then within each theme, quite often you will see some variants.

2:30So, the default color scheme for the Fawcit theme is the greens, but I'm

2:34talking about a skiing holiday, and for some reason, for me, blue is a better

2:37color for a skiing holiday.

2:39So, I've changed it to blue there.

2:41And you can see visually down the left-hand side that that theme, that look and

2:44feel has been applied to all of the slides.

2:47And you'll see that it includes not only the graphical elements we can see, but

2:51also the colors that's been applied to the headings and whatnot, and the font

2:54style, the bullet style, all of these things.

2:58And if I go back to the Home Ribbon tab and click the bottom half of that new

3:01slide button, you'll see that the available layout is a bit more reduced.

3:06It is now only pretty much only, including the layouts that come with that

3:09particular theme that we implied.

3:12Plus this slightly odd Team Option 1, which was the one that came through for

3:15this slide here, but we'll talk a bit more about that in a second.

3:18Right, you'll see these three slides here that were created when we brought in

3:22the word outline.

3:24Don't look quite right, but we know, don't we, about resetting a slide.

3:29So, I've selected these three slides, so click on the first one and then shift

3:32and click on the last one of a little series you want to select.

3:35And then let's reset those slides back to the underlying layout from the theme,

3:41you know, from the template, and you'll see that supplied the correct colors

3:44and the correct font styles and whatnot.

3:46So that is looking better.

3:47Also, while we're here, this slide came in, again from the Word document, I

3:50think that was the overall title of the Word document.

3:54Well, let's change the layout of this slide to be a section header.

3:58Yeah, that looks better.

3:59You'll see there's the opportunity to add a subtitle to this section header.

4:02It doesn't matter if we leave that empty.

4:04This empty text box here won't show and we actually present these slides

4:07through the slideshow view.

4:09But I do have a bit of problem with this slide here.

4:12So I think to myself, well, the title isn't aligned properly.

4:16You know, that doesn't match the other slides.

4:18So let's, oh, well, let's use that reset tip.

4:20So if I choose reset for this slide, oh my goodness, it looks a bit peculiar.

4:25And that is because, as you probably saw when we did glance at the layout, this

4:29particular slide layout has these bizarre green boxes.

4:33So I think on this occasion, I'm just going to click undo.

4:37Oh, my dog's unhappy about something.

4:39I don't know who she's seen.

4:40Hopefully she'll calm down in a second.

4:42But I think for this particular slide, I'm just going to think, oh, well, I can

4:46just manually make that heading left aligned to make it match.

4:49That's okay.

4:50This is kind of a one-off slide that's coming from elsewhere.

4:53But if I did want to properly fix the underlying layout that is a little bit

4:58odd, then for that, I need to go into the slide master.

5:02That's the underlying settings that are controlling all of these layouts.

5:06So to get into that slide master, if you go to the view ribbon tab and choose,

5:10there we go slide master,

5:12then now what you're seeing is rather than your presentation, you are seeing

5:16that template that's driving the appearance and layout of your slides.

5:21And because I was clicked on that troublesome slide, this is the particular

5:24slide layout I'm now looking at.

5:26So if this really did bother me, I mean, I've kind of fixed it now, haven't I

5:29in my actual presentation.

5:31But if this really did bother me, I could delete these funny green rectangles.

5:35I could manually tell it that for this particular layout, I do want that

5:39heading to be left aligned.

5:42And that might make sense if I want to use this layout time and time again.

5:45I admit I'm a bit ambivalent about whether it was worth the trouble to change

5:47the underlying layout since we had already kind of fixed the actual slide.

5:52So that's kind of optional in my opinion for one-off layouts like that that

5:56have come through from some other random place.

5:59But more useful I think is if you're looking at this template, this theme, and

6:03you think, well, I really wish that the title text color was a bit darker.

6:07So what you're looking at here is this slide that's kind of at the top of the

6:10hierarchy of the master.

6:12So this is the overall master.

6:14So if I think, well, I generally want my headings to be a darker blue color.

6:18And if I click the text color here, you will see these are the colors that have

6:21come in from that template because it contains the overall theme, you know, the

6:25overall look and feel, which includes the color scheme.

6:27So let's choose the darker blue for the titles.

6:30And some of these are the ones you might need to do for the individual slide

6:33layouts like the title slide layout.

6:36But I think if I flick through, that's pretty good, isn't it?

6:39I think all of these individual layouts have got, yeah, the dark blue there is

6:43the title.

6:44So now, if you look at the slide master ribbon tab and choose to close out of

6:48the slide master view, as you flick through all of those slide titles have now

6:53got the dark blue color.

6:55So, yeah, that's looking pretty good.

6:57Let's just dive back into that slide master because there's a couple of other

7:00things I want to point out.

7:02You will see that this particular template has come with all kinds of other old

7:06layouts as well, including these sideways ones.

7:09Now, they're not doing any harm because you may or may not use them.

7:12But if there are any slide layouts that you want to delete because it might

7:15have got a bit crazy when you've been bringing in slides from lots of different

7:18places.

7:19So this one I'm clicked on here, I can see that it's used by no slides by this

7:23little tip that's popped up.

7:25So I can delete that if it bothers me. So I can just right click and say, "Do

7:29you know what? I'm going to delete that layout. Let's tidy up."

7:31So you could do that, not that it's doing any harm.

7:34But you can also create your own slide layouts.

7:38So looking at this, well, this slide here, this slide layout here is the most

7:43blank one that's available.

7:45But it's still got this great big graphical element. It's still got place

7:47holders for footers and the slide number and the date and whatnot.

7:51So perhaps I'd like an alternative to that, which is properly blank.

7:55So I'm going to create my own additional slide layout, which is truly blank.

8:00Might be useful when I'm creating extra slides in this presentation.

8:03So I'm going to right click just in that gap there and say, "I'd like to insert

8:07a layout, please, of my own choosing."

8:09So I choose a new layout. It's given me just the, you know, just the default

8:13there.

8:14But then I meddle with these placeholders. I say, "I don't want to title. I don

8:17't want placeholders for footers or dates or numbers."

8:20But also on this new layout I'm creating, "Please hide the background graphics

8:25."

8:26So that's a properly blank slide now that I got available to work with.

8:30So I'm going to rename this new layout. I'm going to call it.

8:34So let's choose to call it something like white blank. So truly blank.

8:38So let's rename that.

8:40Now if you were going to create your own slide layout with placeholders, then

8:43look at this button here.

8:45This is where you can start to add your own title text placeholders and, you

8:48know, whatnot in order to build up your own alternative layouts that look, you

8:53know, look a bit like this.

8:54But just for an example, we created a blank one.

8:57So now if I close out of this master view, what you will see when you click the

9:00bottom half of the new slide button, sure enough, there's my new white blank

9:04slide layouts that I can use at any time.

9:07And also actually let's apply it to this slide. I think this slide here might

9:11look better without that big graphical element in the background.

9:14So let's change the layout to blank for that slide. Yeah, it's done the job.

9:18But I do have an alternative for you. So I'm going to undo that. I'm going to

9:22undo the application of the blank slide layout to this particular slide because

9:27you can remove these background graphics just for a one-off slide without

9:33troubling the slide master.

9:34So it's great to have the layout in case there's future slides I want to create

9:37that are completely blank, or I can just deal with it on a slide-by-slide basis

9:41.

9:42So let's try that as an example. So on the design ribbon tab here for this

9:46slide, over on the right-hand side, if you choose to format the background just

9:51for this slide, I could choose to hide those background graphics.

9:56And if I really wanted to, I could add my own different background for this one

10:00slide. So let's choose a gradient fill of maybe, you know, what colors show we

10:04choose.

10:05Well, you've got all sorts of preset gradients you could have a play with, but

10:07that'll probably do.

10:09And you'll see that the default is it's just applying it to this slide. You can

10:13see that because of the previews down the side.

10:15But if I did want to apply it to all slides, then there is that option, apply

10:18to all down the bottom here, which I'm not going to pick because I just want to

10:22apply it to this one slide.

10:24And I did that without having to trouble the slide master.

10:27But the last thing I'd like us to just quickly look at is the idea of adding in

10:31a header or a footer.

10:33So if you go to the insert ribbon tab and choose header and footer, and what

10:37you'll see on the slide tab here, I could, for example, include on the slide

10:41the date and time, which either is going to be updating automatically.

10:45So every time I open it up and edit it, it'll show the current date, or it

10:48could be a fixed date, but I'm not going to choose that.

10:51I could add the slide number, but I'm simply going to add a footer that says

10:55confidential.

10:57And I can choose, as you can see here, whether or not to include it on the

11:00title slide.

11:02So I think, yeah, let's not include it on the title, please.

11:05Apply to all. Well, that should mean it's going to apply to every slide except

11:09the title. Sure enough, there's no footer there saying confidential.

11:13But as I flick through, there we go, confidential, confidential, confidential.

11:18Yes, it's applied on every slide.

11:19And the position of that footer is determined by, you guessed it, the

11:24underlying slide layout in the slide master.

11:28So do you remember this slightly troublesome slide we had?

11:31Er, well, the position of the default position of the footer doesn't really fit

11:35in with this custom slide here.

11:37So you can see there's that confidential footer there, looks a bit old, but you

11:40can just delete them for individual slides.

11:43And again, because this is a one-off slide, we didn't need to take the trouble

11:48to actually tidy up the underlying layout properly.

11:50I've just deleted that footer, or I could have just moved it. I think that's

11:53fine.

11:54And then just finally, do you remember that blank slide layout that we created?

12:00We removed all of the placeholders, didn't we, from it?

12:03So if I just go back to the Home Ribbon tab and choose to insert a brand new

12:07blank slide of that new layout,

12:09you'll see that does not include the confidential footer, because I deleted all

12:14of the placeholders off that master when I created it.

12:17Whereas if I were to create a new slide that was, I don't know, title and

12:21content, then it does contain that footer.

12:24So all of these text box, all of these placeholders, the header and footer and

12:28whatnot, they're all controlled by the underlying slide layouts

12:32in the Slide Master.

0:00In this video I'd like us to explore a few features and whatnot along the theme

0:04of organizing your slides

0:06And in order for us to have plenty of slides to actually organize

0:09I'm going to insert some more into this presentation that we've been working on

0:12So I'm just going to pop myself at the very end of the presentation here

0:15And I'm going to use that reuse slides option that we already saw it's

0:19remembered that presentation that it was last pointing to so I'm just going to

0:24Yeah, let's just you know

0:25That's just add a few random ones of these and you'll notice that I've got the

0:28keep source formatting checkbox checked

0:31And you might be thinking well

0:32Why because we took the trouble didn't we last time in the last video to choose

0:37the design template?

0:38So why aren't I letting these new slides absorb the look and feel of the

0:41template that we had applied?

0:43Well, the reason why I'm not doing that is because I've just popped these

0:47slides in quickly because maybe I want to use them as a

0:50Reference I might reuse some of those slides. I might not I might just be

0:53referring to the content

0:54And I want them to be sure to look like they are supposed to look from the

0:59source

0:59Because sometimes when you bring these slides in from other places as we

1:03learned they go a bit peculiar

1:04And I'd rather deal with that on a slide-by-slide basis if I choose to use them

1:08But the point is I've now got look at the bottom left-hand corner

1:1219 slides in this slide deck so it's starting to get a bit out of hand

1:16So yes, we need a few tools to help us organize them now the view that we're

1:21using at the moment

1:22Which I tend to recommend as a good standard view for most of your work in

1:26PowerPoint is called

1:27normal view and on the view ribbon tab which is where we went to switch into

1:32the slide master if you remember

1:34Yes, you can see we are in normal view and there are a few other views as well

1:39So by all means have a flick through some of those and you will also notice

1:42down at the bottom right hand corner

1:44We have also got links to some of those views and also the zoom

1:47So the view that I would recommend

1:50Even though you can reorder slides in this normal view so I can just click and

1:55drag to reorder slides

1:56But the view I would recommend if you want to get organized is the slide

1:59Sort of view so either this button here up on the view ribbon tab or down at

2:04the bottom right the next button along with the

2:07Four little squares this I think is very useful to get an overall view of all

2:11of your slides and the order

2:13You click and drag to move things around you see a slide you don't need anymore

2:16So you can delete it. I tend to just right click and choose to delete a slide

2:21You might want to duplicate a slide

2:23So let's imagine you wanted to perhaps you know try and edit this slide here

2:27with all of those text effects

2:29Well, you're not that confident about how successful you would be so maybe it

2:32would be safe to duplicate that slide

2:34So that you've got the original untouched one if you end up messing it up

2:38different ways of duplicating a slide

2:39Of course, you can copy and paste it you can right click and choose to

2:43duplicate it

2:44But I quite like the keyboard shortcut control D

2:47We'll give you a duplication and then if you want to go and work on that slide

2:51You double click on it and that will take you back into the normal view for

2:55that slide ready for you to go and start making

2:58Any edits that you want to make but anyway, let me just go back into that slide

3:02sort of view and

3:03A really useful feature that we've got and I'm particularly thinking about

3:07these extra slides

3:08I brought in just now

3:09But a really useful feature is to divide your presentation up into sections

3:14And there are several reasons why you might want to do this

3:17So what I'm gonna do is I'm going to add a section just to separate out these

3:22extra slides

3:23Which I may or may not use they're just for reference really and then you know,

3:26that's why I stuck them at the end

3:27So I want to add a section in between slides 12 and 13 now notice that you can

3:33change the zoom

3:34So if you want to be able to see the slides, you know, see more slides on the

3:38screen at the same time

3:39Then I've just zoomed out a little bit

3:40So I want to add a section divider just in this gap here

3:44And I tend to use the right click menu quite often as you'll have noticed so in

3:48that space there

3:49I want to add a section

3:50So if I do that and it prompts me to give a name to this section

3:54So I'm just going to call it other slides for reference something like that and

3:58then just click rename

4:00And what you will see therefore is it's given me this little heading with all

4:03of those slides tidily organized into that

4:06And what I love about this is you can click that heading to collapse them

4:10So very often if you are working on a big slide deck

4:13You've got lots of slides to look at it really does help if you can

4:17Collapse and hide slides that you don't need to look at right now to help you

4:22focus

4:22That might be because there are slides you just popped in for reference like I

4:25have

4:25It might be because different people are working on different parts of the

4:28presentation

4:29And if I go back to the normal view well again, you will see down here

4:34There's that same section header that you can expand or collapse as you need to

4:39and

4:39Similarly, we can add these little section headers here in this normal view if

4:43we prefer

4:44So let's imagine that this chunk of slides here

4:47Well, these were all about the terms and conditions so that would be a suitable

4:50occasion to add a section header

4:52So again just in the gap where I want the header to go

4:55I'm going to right click and choose to add a section and I'm going to call it

4:58terms and

5:00Conditions, let's just rename that and you can see you know

5:03I've got the same sort of thing so I can easily focus on the bits I need to

5:06focus on and

5:07Also, if I just go back to that slide sort of view

5:11You can if you want to move entire sections around

5:14So if I want to for example put the terms and conditions section all of those

5:18four slides at the very end

5:20Then I can click and drag that section to the end there

5:23Great if I want to rename one of these sections because you'll notice now

5:28I've got these sections it's put the slide that I haven't

5:30Contracey put into a section well, it's put that into a section called default

5:34section

5:34So if you want to rename a section then just right click again and choose to

5:38there we go rename it

5:39So let me just call those I don't know intro something like that so rename that

5:43again

5:43That's collapsible I can focus in on just the ones I want to look at and if you

5:48want to remove these section headers

5:51Well again if you right click on one of them

5:53You can choose to just remove all of the sections or just this one section

5:58That would just remove the divider just the you know the

6:01Sectioned heading if you like if you want to remove the actual slides within

6:06the sections then that it would be that option there

6:08So let's just try them if I choose to remove all sections

6:11You'll see that all of those dividers have gone

6:14But all of the slides are still there so let me just undo that to put them back

6:17Whereas let's imagine this particular section with those slides

6:22I brought in for reference let's imagine that I've I've finished what I need

6:25from those slides

6:25I can get rid of those now if I right click and choose remove section and

6:30slides

6:30It will remove that whole section and the slides within it, but it has retained

6:35the other section headers

6:37So just be very alert to whether you are removing the actual section headers or

6:41these slides within the section as well

6:44But either way the slides sort of you I heartily recommend the helping you get

6:49organized with a large number of slides

0:00Okay let me walk you through how I would have solved this challenge. So you can

0:04see that I've got the company update file open and our first task is to change

0:08the slide size because you can see this has got the really old-fashioned

0:11looking

0:12aspect ratio, the 4x3 aspect ratio and it says change the slide size to 16x10.

0:17So on the design ribbon tab that's where we see slide size. So it says 16x10,

0:23not

0:2316x9 which is the option we've got there for widescreen so we're going to

0:27have to go into custom slide size and it's not measurements we're typing in

0:30here

0:31we can pick 16x10 from the dropdown so let's choose that. I then have to choose

0:36between maximizing or ensuring fit so what I said in the instruction of task 1

0:41it

0:41says make sure the pictures don't end up looking too small and that was just a

0:45kind of a hidden way of saying I want to maximize the content please so that's

0:49what I was after. Task number 2 at the end of the presentation so let me just

0:53check there import the outline from the process improvements document so the

0:58other file for this challenge was a Word document so we want to insert slides

1:02from that Word document at the end here so I've clicked at the end and then you

1:06might remember on the home ribbon tab bottom half of the new slide button let's

1:09pick up some slides from that Word document from that outline. There's the

1:14Word document so let's insert that. Now this will fail if you try and do it

1:19while the Word document is actually open so if you did have the file open and

1:23wonder why it didn't work then try it again with the file closed but you can

1:26see those are the three slides that it has brought in from that Word document.

1:29Good. Now let's sort out the formatting so instruction number 3 it says apply

1:34the wood type theme to the entire presentation so let me select all of the

1:38slides so Control A and then on the design ribbon tab that's where we see

1:42all of these themes and to see the particular name of the theme you've been

1:46asked to pick then hover over the themes to see the names so that's the wood

1:50type

1:50one I wanted you to choose so let's choose that. That's looking pretty good.

1:54Instruction number 4 on your list it says change the slide layout of slide

1:59number 4 to make it a section header so that's the one we want to make a

2:03section header so on the home ribbon tab let's change the layout to a section

2:07header. Good. Let's just close down that designer panel over on the right-hand

2:11side. Instruction number 5 it says reset or reapply the slide layout to slides

2:165,

2:176 and 7 oh yes you can see that that's adopted the purple formatting

2:21presumably from the Word document so let's just select those three slides

2:24there and choose to reset them that's better. Instruction number 6 says hide

2:30the background graphic on the title and content layout. Now the title and

2:35content layout is this one here okay and I think that's been applied to these

2:40two slides so if I just click on this slide and again just yeah there we go

2:44so title and content is the slide layout for these two slides and the

2:48background graphic is this red circle in the bottom right-hand corner so the

2:52instruction says hide that background graphic on the title and content layout

2:56on the slide master so we go into the slide master from the view ribbon tab say

3:01slide master make sure that we are on the title and content layout which is yes

3:06used by slides 2 and 3 so yes let's hide the background graphics then for that

3:10particular layout let's see how that looks good so that has now indeed gone

3:15that red circle has gone from from the two slides that have that layout.

3:19Instruction

3:20number 7 says insert a fixed date as a footer to all slides so let's do that

3:25bit first so insert header and footer so it's date and time but it's a fixed

3:30date which obviously you can either use the current date or over type it with a

3:34particular date so yes we are going to apply it to all slides so it's down the

3:38bottom there perfect but the instruction instruction number 7 there does say

3:43remove it for the process updates section header oh yes so we just get

3:47rid of that there so I can override it for individual slides if I want to so

3:50I've just deleted that. Instruction number 8 in your challenge says move the

3:55date

3:55placeholder on the master slide to the top right-hand corner so at the moment

3:59it's at the bottom right-hand corner let's move it up there we do that on the

4:03master slide so it affects all of the slides so back into the slide master

4:06let's go up to the you know the the top one of the tree there the actual master

4:10itself rather than individual layouts move it to the top corner close that and

4:15if we flick through then yes perfect you can see the dates at the top corner

4:20instruction number 9 tells us to change the background to yellow for slide 3

4:26only so if it's just for a one-off slide then I would go to the design

4:30ribbon tab choose to format the background so let's choose a color so more

4:36colors

4:36let's choose a pale yellow so it doesn't look too dreadful click okay I'm not

4:41going to apply to all it's just this one slide good and then finally

4:45instruction

4:46number 10 rename the untitled section oh I can see it there we go rename the

4:51untitled section to process improvements so I'm going to right click on that

4:55little heading there choose to rename it and I'm going to call it as

4:58instructed process improvements good